Comdial Execumail Voice Processing System 6.5 Instructions Manual

							Learning ExecuMailLesson 2: Reviewing System Features35
wait before assuming no-answer, whether callers are allowed to hold, and
whether the system “screens” calls. You can also see which greeting is active,
and determine how the system will handle the caller if he or she doesn’t press a
touchtone during the greeting. In most cases, the Action will be Take-msg (take
a message).
Here too is where you set the maximum allowable length of an individual
message, and select whether or not a caller may “edit” a message he or she has
left. These features are not available for a guest.
The bottom area of the Personal Directory page controls message notification and
delivery to a subscriber or guest. When voice mail is received for a subscriber,
there are many ways the system can alert a person of waiting messages. On
Comdial telephone systems that feature message notification by station, the voice
mail system can light a “message waiting” lamp or activate a stutter dialtone.
In addition to notifying by station, the system can be set to deliver messages to a
subscriber or guest by phone. In other words, the voice mail system can
periodically call the subscriber at his or her extension number, home or work
telephone, pager, and so on. There are fields for up to 4 different delivery
options. These can be set to deliver by time and day of the week at various
intervals and schedules.
Expanded Transfer OptionsThe Personal Directory page also has an “expanded” window, which lets you
change special call transfer settings for a subscriber’s mailbox. You can open the
expanded window by pressing 
[ClrlHE), then pressing @ I-1 from any
subscriber’s page. (You can’t view the expanded window from a guest’s page,
since guests don’t use call transfer.) Let’s take a look...
:: .,:,: ,... :” .,.. . . . . ..  .  .  ..,.., ;., ,...:. ,,.,....,..:,..  ..,,:, ,., :.:: :,. j, :  7 ..,... .: : :. .: ‘: .:.  .  .  ..p..g:.&;:&. $.:l;t :A. &:;I; y;:g ix;:, 5(:: E c;;.y. .:a -R y’N&e: Jeffersoi;, Thoin&SYSTEM MANAGtiR-f,:‘y :: ‘j :. ;; :‘,:: fq&$ :gg.i~;
Personal ID: TOMVoice name: 0:02Extension # ID: 1776Hold/Archive msgs:0 /2days=EXPANDEDTRANSFEROPTIONS=Press ESC to Exit =-->Transfer>Greeting ->ActionTransfer? Yes--z,X>>Std: 0:OOTake-msgAwait-Ans-->4
RingsScreening? No Holding? NoAlt:a:00Max-msg:90 setEdits OK? Yes>>Transfer Options : ASend Msg Urgent? No
Screening Options:Active: STDAfter Msg: Say-bye
One key dialing: 1>2>3>4>5>6>I>8>9so>
L
:
.:First, make sure you are looking at a subscriber’s page. To view Thomas’s page...
Then, to display expanded transfer options...
The system displays a pop-up menu, then the
Personal Directory’s Expanded Transfer
Options window.
._’The expanded transfer window shows you: the subscriber’s call transfer and call
screening options, the personal greeting that is active, and what action the system
takes after playing the subscriber’s greeting. Usually, the action will be 
						

							36Lesson 2: Reviewing System FeaturesExecuMail6.5
Take-msg. The expanded window also shows how the system handles
messages for the subscriber, including how long messages can be, whether the
caller can edit the message, whether the message will be sent urgent delivery,
and what the caller hears after leaving the message. The bottom portion of the
expanded window lets you add 
onekey dialing to a subscriber’s mailbox. This is
discussed in detail in the Reference Manual.For now, let’s close the expanded portion of the Personal Directory page.
press: [Esc)Expanded Transfer Options window closes.
Groups Screen
.. ,: :.,$R 0, y’p,$,{: ,: ;Name: *ll. staf.i’ -.: .‘. :. I  .:‘..:. :: .  :I., :  .’ ,.:: “;.Open&& of d$ronson, ChrisDisoatch: NoVoice:0:02
Member name
Xavier, Jan
Yeoman. Mike
Zaftig, Pat
Zink, JayLast contactedMember nameLast contacted
II
Yale, Hugh
Ying, Sue
Zeller, Nell
Press: 
@lgGROUPS isshown.As we’ve explained previously, the voice mail system lets you create message
groups to simplify the task of sending the same message to many subscribers at
once. For example, you might wish to deliver the same message to every
subscriber on the system. This can be done by setting up a message group
containing every subscriber’s name. Subscribers can create message groups by
phone, or the system manager can create a group at the system console.
The system keeps a separate page for each message group. Creating groups and
adding subscribers is easy. You’ll create sample message groups in Lesson 5, so
we’ll just summarize the basics of the screen here.
Name and Voice :Each message group has a name or group number, and a
corresponding recording of its name.
Open Group of : Message groups are “owned” 
by a particular subscriber. A
message group is either “open” or “private.” Any authorized subscriber can send
a message to an open group. When a subscriber owns a private group, only he or
she can leave messages for that group.
Dispatch:This field can be set to either Yes or No. When this option is set
to Yes, the first person in the group who listens to a message is the only person
who receives it. This has many applications. For example, a receptionist might
place a sales lead as a dispatch message for “All Sales People.” Then, the first
sales person to listen to the message would be the only person to receive the
lead.
i.1  ~.
:..:Member name:This area of the page lists the last and first names of each
message group member in alphabetical order. 
						

							Learning ExecuMailLesson 2: Reviewing System Features37
Last contacted:
Shows the date and time a group member last listened to
a group message. This is useful when you want to verify that each group member
has heard a group message.
Directory Groups and Directory MenusThe Groups Screen may also contain pages for two special kinds of groups:
diiectory groups and directory menus. These special groups allow the installer
or system manager to set up directory assistance using numbers instead of letters.
Using numeric directory assistance involves grouping subscribers by a common
characteristic. In most cases, subscribers are grouped by their department.
However, you can also group subscribers based on their location, schedule, or
where their name falls in the alphabet. Using directory groups and directory
menus to create numeric directory assistance is explained in detail in the
Reference Manual.
Transaction Directory Screen
.T. &,A’..& S $,;..e,: T: f. 0 a’ .:. ::jJ .J’ .$: E:: C, T’.Q:‘R’y ‘..: :  .;:.,; .: .  .  .  .  ‘,:. Wit#3’~%7!:Name: Depart&&s BoxT?%isa6tion.bo% of Jefferson, ThomasSystem ID: 411Voice name: 0:OZSchedule #:
Await-Ans-->4Rings
Alt:0:ooMax-msg:90 setIntro: 0:OOHoldina? NoEdits OK? YesI
Transfer Options : -Active: D/NSend Msg Urgent? No
After Msg: Say-bye
IOnekeydialing:12700228003>555425>6,728>9>o>
.Press:
(CtrlHT)TRANSACTION DIRECTORY is shown.
The Transaction Directory contains a page for each transaction box created.
Transaction boxes are stored alphabetically by “box” name. Box is short for
“mailbox,” and each page of the Transaction Directory contains one complete
“box.” There are three types of transaction boxes: the basic transaction box, the
voice detect box, and the interview box.
Transaction boxes can distribute audiotext information to callers, provide
menus of choices for callers, and route calls through the system in special ways.
Transaction boxes use the “Transfer -7 Greeting -7 
Action,” process to handle
calls. Transfer and Greeting control how calls are transferred, and tell you
which greeting is active. Action allows for alternate call processing options inaddition to taking a message.
One key dialing lets the transaction box route calls and deliver informationbased on a caller’s single touchtone response, just like you saw earlier on the
Personal Directory page. In the example shown above, for instance, the greeting
might say “For sales, press I, for service, press 2, and for directory assistance,
press 
3. ” This is much easier for a caller than saying “For sales, press 700, ” and
so on.
:. 
						

							38Lesson 2: Reviewina Svstem FeaturesExecuMail6.5
To use one-key dialing, outside callers must have touchtone telephones.
However, you can also set the system to recognize callers’ spoken responses to
yes-and-no questions by using voice detect boxes.
Interview boxes ask a series of questions and record the caller’s response to
each question. These can be used to collect information in a controlled, logical
way. For example, a catalog company could automate nighttime order taking and
be certain that all the relevant details are collected (name, address, telephone,
quantity, credit card number, and so on).
.; yT.,R;ti NfS. i,C..T:J’O’N..: ;i Q r-R:.:E.&‘i+O R..f’.. ::. ..’ “, .:..:.: ..fl,.S33RT Name: PublicInteiview.,. .. .Interview box ofPublie Ac?es6System ID: $PMVoice name: 0:02
- Question - Reply
2’:3.
4.
2:7.
8.
0:08 6sets0:02 9sets0:029sets0:029sets0:0340sets0:03sets0:ooisets0:oo0sets
( Question - Reply
9.0:oo0sets
10.0:oosets
11.0:oo:SeCS12.0:oo13. 0:ooisetssets14.0:oosets15.0:oo:sets16.0:OO0sets
- Question - Reply -
17. 0:oosets18. 0:OO:sets19. 0:oo20. 0:oo:setssets
Send Msg Urgent? No
After:Say-bye
Press: [pm, [PeDn)Until the Public Interview Box
and so onis displayed.
Voice detect boxes allow callers to make choices by saying “Yes” or remaining
silent for “No”. You can use voice detect boxes to set up special call routing, or
other special applications. This feature is especially useful if many of your callers
do not have touchtone keypads. The system is shipped with a sample voice
detect box already added with the System ID $VOICE. See the Reference Manualfor more details.
3 A c‘*:‘r:~:.Q..iti: ” :  iD:3:..R::E--:E::::T:..01 RI Y.i:Name:. Voice Detect Box..A.. Ri A &: : ..,. ;.I.‘:..  .  ..,, ‘, NPrME-‘SORTVoice detect box of Jefferson, Thomas
System ID: SVOICEVoice name: 0:02Schedule #:
-->Transfer>Greeting -->ActionDay? No,>Day:0:15Day:OperatorNite? No
Nite: 0:OONite: Operator
Await-Ans-->4
RingsAlt:0:ooMax-msg:90 setIntro: 0:OO
Holding? NoEdits OK? NoTransfer Options :
Active: D/NSend Msg Urgent? No
After Msg: Say-bye
Voice Selection:Voice>Silence>
Press: (PgDn), IPg]Until the sample voice detect box
and so on
is displayed.
Transaction boxes, voice detect boxes, and interview boxes are rich and flexible
features of the system. For additional information and suggested applications see
the Reference Manual. 
						

							Learning ExecuMailLesson 2: Reviewing System Features39
Voice Prompt Editor Screen
., :
PROMPT SEk:.DRiDiredtojr .Y. 0 d .C.T$: .‘P :R O:~‘.P+b E.,,p I;;+; ,;‘: ‘:,:‘I ‘.:  :‘.:,” ::.: . ...‘.:.All PdrCsPort 1Port 3.Ckrt.4Num .Descriptionmy NtDay NtDay NtDay NtDay NtI
IrIII1 Please press the first thr:4
						

							40Lesson 2: Reviewing System Features
ExecuMail6.5
Voice Names -or- Names These identify a subscriber, guest, or group of
subscribers to a caller by phone. These are simply recordings of individuals
speaking their name (or a group’s name).
Greetings There are four kinds of greetings: subscriber greetings, transaction box
greetings, voice detect box greetings, and system greetings. Subscriber greetings
are recorded by individual subscribers. These optional messages are played to a
caller when the subscriber is unable to take a call. This is like having an
individual answering machine for each extension-“Hi, I’ll be away on vacation
until....”Transaction box and voice detect box greetings can “greet” a caller in
many varied ways. These uses are discussed in the Reference Manual. Systemgreetings are the prompts used in the system’s Opening Line. The system greeting
is heard by every caller and is stored on the 
QuickStart Application Screen, Page
2, Lines 10 through 12.Audiotext messages Transaction box greetings can also be used to deliver
information to a caller (for example, today’s weather forecast). These messages
can be arranged in a menu of choices callers can select.
A system manager can use a telephone to “connect locally” with the system, and
then listen to, change, or delete anything recorded in a voice field. You’ll learn
how to connect locally shortly. Subscriber, transaction box, and voice detect box
greetings can be changed by phone as well. You’ll learn how to do this in
Lesson 4.Of course, the system also records and stores messages left by outside callers,
subscribers, or guests. Unlike voice field recordings, messages can’t be heard or
changed by the system manager working at the console. For security and privacy,
messages are played only to the subscriber or group the messages were sent to.
About Spoken Text Shown in These LessonsIn these lessons, we use two kinds of quoted, italic letters to help you better
identify the printed text that you’ll speak or hear spoken over the telephone:
“You have one new message. Would you like to check it?”
-OR-
“Hi, this is Chris Aarvnson, 1’11 be away fbm the office through Friday...”Plain, quoted italic letters mean: you’ll hear the system say these words. Quoted,
italic letters in boldface mean: speak these exact words into the telephone, so
the system can record them.
You’ll practice recording names and greetings in later lessons.
Connecting With The Voice Mail System LocallyWhen you are signed in as a system manager, you can use the “local connect”
feature to hear and record prompts, names, and other voice field information
using a telephone handset.
:. :.’ .’
,.:  : .:
:- ;
:../  ‘.Local connect is made with the 
[F31 Select Port, and (F4) Local on/off,
command keys. This is a quick, 
4-step process. You’ll need a telephone within
arm’s reach of the system console. 
						

							Learning ExecuMail
Lesson 2: Reviewing System Features4 1Read all these steps, then follow them to establish a local connection with the
system:
1.Dial the system. If you are on a busy system, you might have to wait until a
port is free to answer calls.
2.After you dial, watch the port status indicators in the upper-left corner of the
Banner Screen. Look for the port taking your call. You’ll see RINGING
followed shortly by DAY ANSWER (or NIGHT ANSWER) as your line rings,
is answered, and the system plays the Opening Line greeting.
3.The port selection indicator, X-, shows which port will connect locally when
you press 
[F41. Press IF3) to move the “x-” indicator to the port that has
answered your call.
4.Press a to connect locally. The port status indicator will change to
Local Connect, and any message you hear playing will stop.
NOTE: Once connected locally, leave the telephone handset off-hook. As
you type and read, place the handset on the desk-not back into the cradle
of the telephone. If you hang up the telephone before you are finished with
the local connection, you’ll have to disconnect (discussed on page 42) and
then reestablish your connection.
IINOTE: On busy systems with more than 12 ports, press 
m to view
the port status indicators for the additional ports on the system.
1I
Listening to Voice FieldsTo verify that you are connected properly, listen to a voice field. You should be
at the Voice Prompt Editor Screen, Page 1. The PROMPT SET should say
DR-Directory. The highlight should be on prompt 1, “Please press the first
thr....”The voice fields for this and the other prompts are to the right of the
prompt text. You must position the cursor on a voice field to hear it. Move the
cursor with the m key...Press: 
mVoice field under All Ports, Day
is highlighted.
Although different voice fields are labeled with various names on-screen
(“Greeting,”“Name,” and “Day,” for example), they are easily identified. Simply
check the one-line help indicator at the bottom of the screen. When the cursor is
positioned on a voice field, one-line help 
always reads Press FlO to play
message, DEL to delete it.
Voice fields are also easily identified since they show the length of the recorded
sound. Prompt lengths are given in seconds. For example, : 5 means the prompt
is 5 seconds long. When a prompt is longer than 9 seconds, you’ll see 
>9 rather
than an exact time. Unrecorded (empty) prompts show a left-arrow 
(< -) instead
of a time. Names, greetings, and other “non-prompt” voice fields show the length
in minutes and seconds. For example, 1: 05 means 1 minute, 5 seconds. When
empty, these fields show 0 : 00.
l;.!  >‘L ,-,A.._:~
:::
:
:
:
.-I: .Y:.;  
--.. .-.:.,-a .r.‘ I.: :1.::  
I 
						

							42Lesson 2: Reviewing System featuresExecuMail6.5
Certain prompt fields show the letters QP instead of a time. This is an
abbreviation for “Quick Play.” This is a system feature that allows often-used
prompts to be accessed faster. This feature, set by your installer, keeps
conversations moving smoothly under high call loads.
You can listen to any voice field using local connect. You simply move the
cursor to the desired voice field and press 
[F101.
Try it now. Listen to the handset and...Press: 
mJ“Please press the first three letters of the
person’s last name. 
“’
Listen to prompt 2...Press: 
FJPrompt2,All Ports,Day entry
is highlighted.
press: [nol“Please enter the letters now. ”
You may experiment with listening to other prompts on this first page or any of
the other Voice Prompt Editor Screen pages.
Disconnecting Locally
In the next lesson, you’ll use the local connect feature to record voice fields as
well as hear them. For now, since you have finished with your local connection,
it is important to disconnect properly. 
Always press a to turn local connect oh!
Remember, a acts only on the port with the ‘5~” indicator. This should still
be positioned by the 
Local Connect port you are currently connected to. If
not, use 
(F31 to move “Z-B” to the correct port.
Hang up your handset.Press: 
[F4)Local Connect indicator clears.
This action returns the port back to its prior answer status so it can resume
processing calls.
NOTE: If you forget to switch the local connection o& the port will not answer
calls. 
This will remain true until you remember to press (F4) or until the
system discovers you have disconnected. This can tie up the port for several
hours.I
:
:
i 
						

							Learning ExecuMail
Lesson 2: Reviewing System Features43
QuickStart Switch Setup Screen
Summary
1. Switch: COMDIALExecuTech 2000 Series2. Integration Options:COME20 20COMVM DTMFCP HUT=A DT DT3=3
3.Outdial Access: 9,
4. Transfer Initiate: &,X
Connect: QRecall: &Busy Recall: &
5.
TT Prompt/Msg/Record:5/I/9Release on LCR?Yes
6. Answer on ring low? Yes5
7.Ring-on time: 10Off-hook delay:8.Pooled delay: 450Ring-offtime:40Press: 
@-QQuickStart SWITCH SETUP
Page 1 of 3 
isshown.
This is the other QuickStart screen on the system. The Switch Setup Screen
contains 3 pages of settings that tell the system how to communicate with yourtelephones and telephone equipment. This purely technical information is the
responsibility of your installer. It includes settings for call transfer codes, message
waiting lamp activation codes, dialing access codes, touchtone sensitivity settings,
and ring and busy signal characteristics. Unless instructed to do so by your
installer, there are no further adjustments for you to make here.
This is the end of Lesson 2. You have covered a lot of material here. You should
now be thoroughly familiar with each of the screens the voice mail system uses
to store and organize information. You should also be familiar with the basic
purpose of data fields found on each screen. Please spend a few minutes
reviewing this information before you continue with the next lesson.
Key Topics and Terminology
Screen organizationThe definition of “field”
The location and purpose of the Opening Line
Setting the system date and time, and day and night mode schedules
Setting holiday dates and daylight savings time
The definitions of “new” and “old’ messagesThe definitions of “hold” and “archive”
The definition of “one key dialing”
The definitions of “prompt,” “voice field,” “voice names,” and “greeting”
How to make a local connect and listen to a voice field
The purpose of the 
“B” port selection indicator
What is meant when a prompt shows “QP” in the voice field
The make and model of your Comdial telephone system-. ._:- :,, :I. .  .  .  .  .:-:
:
:.: 
						

							44Lesson 2: Reviewing System FeaturesExecuMail6.5
Command Functions
[Esc) to undo an immediate typing mistake
(F31 to move the port selection indicator
IF4) to make a local connection
F5J to listen to the contents of a voice field
Additional information
Please see these Reference Manual topics for discussions related to this lesson:n
n
n
n
n
n
n
n
n
n
n
n
n
n
n
Backing Up and Restoring
Directory Assistance
Faxes 
& the Public Fax Box
Messages
Message Taking
Operator Box
Port Applications
Public Interview Box 
& Public Messages
Recording Voice Fields
Schedules
Subscribers
Switch Setup
System 
IDS
Transaction Boxes
Voice Detect BoxesSee also:
nChanging the System Conversation